Last updated on the Feb 2021
1. About this notice
R Campbell & Sons Ltd needs to collect and process Wine Club Members personal data in order to run the club effectively. Personal data is processed for a variety of reasons (as set out below) and all such personal data will be collected and processed in accordance with the requirements of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
This notice explains how R Campbell & Sons Ltd collects, uses and shares personal data relating to Wine Club Members and your rights in relation to the processing of your personal data.
In this notice:
R Campbell & Sons Ltd is a 'controller' in relation to your personal data and is registered as such with the Information Commissioner's Office (ICO) (registration number Z6059230).
2. How we collect your personal data
Most of the personal data set out in this notice will have been provided by or observed about you during the application process to join the wine club.
R Campbell & Sons Ltd may sometimes collect personal data about you from third parties.
3. Types of personal data processed.
This notice sets out the types of personal data that R Campbell & Sons Ltd may collect and process about you as part of your membership.
Personal data provided by you about others.
You may provide us with personal data about other individuals who you feel would be interested in joining the wine club. You should notify the relevant person that you are providing their contact details to R Campbell & Sons Ltd.
How R Campbell & Sons Ltd uses personal data about you
Depending on your role, the R Campbell & Sons Ltd may process personal data (including special categories of personal data) about you for the following purposes:
4. Lawful grounds for processing your personal data.
We will only use your personal data when we are permitted to do so by law. Most commonly, we will use your personal data:
In circumstances where you have a genuine choice as to whether we should process your personal data, we will ask you for your consent. The method used to obtain your consent will depend on the scope and context of the processing that we propose.
5. Sharing your personal data with third parties
Where R Campbell & Sons Ltd has lawful grounds for doing so, R Campbell & Sons Ltd may share your personal data with the following third parties:
Where R Campbell & Sons Ltd uses third parties to process personal data on its behalf (acting as data processors), a written contract will be put in place to ensure that any personal data shared will be held in accordance with the requirements of data protection law and that such data processors have appropriate security measures in place in relation to your personal data.
Parents, family members and guardians are considered to be third parties and your personal data will not be disclosed to such persons unless you have given your consent or the disclosure is otherwise made in accordance with data protection law.
Please note that we may need to share your personal information with a regulator or to otherwise comply with the law, and the list above is not necessarily exhaustive.
6. Where your personal data are stored
Some of your personal data may be held in hard copy files stored in secure locations. Most personal data about you, including your personnel file, will be stored on servers and premises within the UK.
How R Campbell & Sons Ltd keeps your personal data secure
R Campbell & Sons Ltd has put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used or accessed in any unauthorised way or altered or disclosed. In addition, R Campbell & Sons Ltd limits access to your personal data to the persons and organisations, including those described above, who have a lawful and legitimate need to access it.
R Campbell & Sons Ltd has also put in place procedures to deal with any suspected personal data security breach and will notify you and any applicable regulator of a suspected breach where legally required to do so.
7. How long R Campbell & Sons Ltd will retain your personal data
R Campbell & Sons Ltd must only retain your personal data for as long as necessary to fulfil the purposes for which it was collected and to satisfy any legal, regulatory, accounting or reporting requirements.
Specified retention periods are applied to each category of personal data that we may process about you. In setting these retention periods, R Campbell & Sons Ltd has taken into account:
Generally speaking, all relevant correspondence in relation to your employment or engagement will be held by Human Resources and retained for six years after you have left R Campbell & Sons Ltd or your engagement has ceased, after which time it will be securely disposed of. Basic information about your employment or engagement (appointment, dates of service etc) will be retained indefinitely.
In some cases, R Campbell & Sons Ltd may anonymise your personal data so that it can no longer be identified with you, in which case R Campbell & Sons Ltd may retain such data indefinitely.
If notice of a claim or Pre-Action or Early Conciliation correspondence is received, then we may retain and process relevant personal data to defend the claim for the duration of the proceedings. Whilst we may dispose of any personal data after the conclusion of the claim, please be aware that all litigation documents disclosed or evidence given may be a matter of public record.
8. Your responsibilities
You must ensure that any personal data collected and processed by you in the course of performing your duties and obligations is held in accordance with R Campbell & Sons Ltd Data Protection Policy.
Members of staff must notify R Campbell & Sons Ltd of any changes to their contact details. It is important R Campbell & Sons Ltd has an accurate record of staff details in case there is a need to make contact with staff in emergency circumstances.
You have a number of rights in relation to the processing of your personal data by R Campbell & Sons Ltd :
To exercise any of these rights you must contact R Campbell & Sons Ltd Data Protection Officer at . R Campbell & Sons Ltd may be entitled to refuse any request in certain circumstances and where this is the case, you will be notified accordingly.
Where the lawful ground relied upon by R Campbell & Sons Ltd to process any of your personal data is your consent, you have the right to withdraw such consent at any time without having to give any reason. However, if you do so, R Campbell & Sons Ltd may not be able to provide some or all of its services to you or the provision of those services may be affected.
You will not have to pay any fee to exercise any of the above rights, though R Campbell & Sons Ltd may charge a reasonable fee or refuse to comply with your request if any request is clearly unfounded or excessive. Where this is the case, you will be notified accordingly.
To protect the confidentiality of your personal data R Campbell & Sons Ltd may ask you to verify your identity before fulfilling any request in relation to your personal data.
10. Changes to this notice
R Campbell & Sons Ltd may update this notice at any time and may provide you with further notices on specific occasions where we collect and process personal data about you. You should check this notice regularly to take notice of any changes, however where any change affects your rights and interests, we will make sure we bring this to your attention and clearly explain what this means for you.
11. Questions or comments
If you have any questions or comments regarding this notice or you wish to exercise any of your rights, you should contact our Data Protection Officer at